Open Exhibition Submission & Selection



The OESS is built on our SQL server VS platform running Windows operating systems. Each new client will be set up with an individual domain URL linked to our servers running our core OESS software which we then customise to your specific needs. We work closely with your administrative staff o understand your current or intended exhibition application and selection process to provide a unique system which works exactly as you want it.

KEY FEATURES (Many items can be used or turned off during customisation)

Artist Application Process (Simple to use, clear and precise instructions)

  • Secure registration and login
  • Artist editable personal details including biography and artist statement
  • Forgotten password function
  • Option to enter multiple exhibitions
  • Form validation to prevent errors
  • Entry codes for concessions
  • Options for members, associate members or non-members
  • Secure payment process using PayPal (no account needed)
  • Simple artwork entry process with multiple image uploads
  • Option to enter Video and Audio links (from Vimeo or YouTube)
  • All entries editable until confirmed (artists can return to their application at anytime during the ‘Open for Entry’ period)
  • Option to enter and pay for additional artworks
  • Artist confirmation (prevents artist from editing application)
  • Print out application form (includes artwork data)
  • Print out artwork labels or tags (includes artwork data)

Stage 1 Selection (Simple to use, clear, precise instructions, designed for individual selectors to use from home)

  • Secure login for selectors
  • View by artist, by artwork or by thumbnail views
  • Simple Yes/Maybe/No preselection
  • Preselection scoring system for final selection
  • Real-time selection statistics
  • Selection filtering

Stage 2 Selection Confirmation (Simple to use, administrator controlled, designed for group selection at the gallery or meeting place)

  • Artwork filtering based on stage 1 selection scores
  • Simple click through each artwork (could be projected or shown on a large screen for selection meetings)
  • Control score cut off to limit the numbers to view and confirm
  • Option to show artist name and other entry info
  • Option to show or hide stage 1 and stage 2 statistics

Administration Suite (Simple to use, controls all aspects of exhibition details and artist entries)

  • Secure login
  • Users, controls selector access and additional admin users
  • Edit Exhibition Details, edit T & C’s, selector and artist help messages, referral and artwork type lists and manage member codes with the Membership Manager
  • Add Exhibitions, run multiple concurrent exhibitions and manage all aspects of each exhibition.
  • Exhibition Status, controls the current status letting artists enter work during ‘Open for Entry’, provides simple messaging during ‘Selection in Progress’ and lets the artist know if they have been selected (or not) when set to ‘Selection Completed’
  • Key Dates, all key dates can be set and will be displayed to the artist or selectors during entry, including registration deadlines, selection dates and delivery of work dates, you can also input key info about opening times and any special instructions etc.
  • Entry Pricing. Set entry pricing including concessions for society members, students etc.
  • Set Options. Allow the artists to enter different types of information such as an artist biography or CV, info about artwork editions or provide a link to a YouTube or Vimeo link for video entries. Set restrictions such as ‘allow not for sale’ items, or show artist names to the selectors.
  • Messaging. Control the messages that artists get at various stages of entry and selection. Letting artists know if they have been selected or not and allows you to provide ‘What Next?’ information to successful artists.
  • Admin Selection. administrators can view the artworks as the selectors will see them and are able to confirm preselections and identify final selected works and works that don’t get hung in the exhibition.
  • Reports. The reports section provides all the data in a series of useful table views showing artist, application and artwork details. The original images as supplied by the artist can be downloaded as well as web optimised versions for publishing or printing. Each table view can be exported as an Excel document allowing you to integrate the data with your own internal administration requirements.
  • Search for Artist. Artist entries can be monitored or adjusted during all stages by using the ‘Login as Artist’ function, which allows you to see exactly what the entering artist sees (useful for helping artists who are less internet savvy). This can also be used for making manual entries for artists who may have sent details and payment by post.

The OESS is hosted and managed by Interactive Technology Ltd.

Managing the OESS and OLIST for artists, art galleries and arts intitutions in the UK and abroad.
OESS : ©Interactive Technology 2020

Terms & Conditions

Admin Only
Cookies: for Label

Sessions: Default.master
Session.RemoveAll() - All Sesions Cleared
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